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What are some best practices or tips for plain language communication in different formats and media?

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Plain language communication is the practice of using clear, concise, and accessible language to convey information to your audience. Whether you are writing a report, an email, a blog post, or a video script, plain language can help you achieve your goals and avoid confusion, misunderstanding, or frustration. In this article, we will share some best practices or tips for plain language communication in different formats and media.

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Bego?a Merino · Cleartalk Comunicación

Comunicación clara para administraciones y empresas.
Cody Deitz

Technical Writer at Tonkean

1 Know your audience

The first step to plain language communication is to know your audience and their needs, expectations, and preferences. Who are you writing or speaking to? What do they already know and what do they need to know? How do they prefer to receive information? What tone and style are appropriate for them? By answering these questions, you can tailor your message to suit your audience and avoid unnecessary jargon, technical terms, or assumptions.

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Bego?a Merino · Cleartalk Comunicación

Comunicación clara para administraciones y empresas.
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Empathy is key to effective communication: to explain something to those unfamiliar, forget what you know and simplify your message, using relatable examples and clear language. It means stepping into their shoes, discarding assumptions, and being patient to bridge the knowledge gap.

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Cody Deitz

Technical Writer at Tonkean
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Knowing your audience is the critical first step in writing well. However, an important part of knowing your audience is understanding your genre. That genre will dictate the audience's expectations. For example, the audience for an email will expect an entirely different tone and style than the audience for a formal report. I think understanding both your audience and your genre (and how these two relate) is the best way to frame this tip.

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2 Use simple and precise words

The second step to plain language communication is to use simple and precise words that convey your meaning clearly and accurately. Avoid words that are vague, ambiguous, or unfamiliar to your audience. Choose words that are common, concrete, and specific. For example, instead of saying "utilize", say "use". Instead of saying "facilitate", say "help" or "make easier". Instead of saying "approximately", say "about" or "around". Use words that your audience can easily understand and relate to.

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3 Use short and active sentences

The third step to plain language communication is to use short and active sentences that express your ideas clearly and directly. Avoid sentences that are long, complex, or passive. Long sentences can be hard to follow and can lose your audience's attention. Complex sentences can be confusing and can obscure your main point. Passive sentences can be vague and can hide the responsibility or action. For example, instead of saying "The report was written by the team", say "The team wrote the report". Instead of saying "A decision will be made by the end of the week", say "We will decide by the end of the week". Use sentences that are easy to read and understand.

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4 Use headings and lists

The fourth step to plain language communication is to use headings and lists to organize your information and make it easier to scan and find. Headings and lists can help you break down your information into manageable chunks and highlight the key points. Headings should be descriptive and informative, not generic or vague. Lists should be consistent and parallel, not random or mixed. For example, instead of using a heading like "Background", use a heading like "How we conducted the survey". Instead of using a list like "- data analysis, - results, - recommendations", use a list like "- How we analyzed the data, - What we found, - What we suggest". Use headings and lists to help your audience navigate and digest your information.

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Cody Deitz

Technical Writer at Tonkean
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Most readers don't actually read; they skim. And while that might be a little lazy, using descriptive headings, lists (both numbered and bulleted), and other means of visual organization help both skimmers and those reading for detail. It's a delicate balance, though. You don't want your whole article or whatnot to be a long series of lists. Headings and lists lose their power if they're overused.

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5 Use visuals and examples

The fifth step to plain language communication is to use visuals and examples to illustrate and support your information. Visuals and examples can help you show rather than tell your audience what you mean and how it relates to them. Visuals can include graphs, charts, tables, images, icons, or videos. Examples can include scenarios, cases, stories, or testimonials. Visuals and examples should be relevant, accurate, and clear. They should not be distracting, misleading, or cluttered. For example, instead of using a table with numbers and percentages, use a graph with colors and labels. Instead of using a generic statement like "Our product can save you time and money", use a specific example like "Mary used our product and saved 30 minutes and $50 per day". Use visuals and examples to help your audience see and feel your information.

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6 Review and test

The sixth and final step to plain language communication is to review and test your information before you share it with your audience. Review your information for clarity, accuracy, and completeness. Check for spelling, grammar, punctuation, and formatting errors. Test your information with a sample of your audience or a colleague who can give you honest feedback. Ask them if they understood your message, if they found it useful and engaging, and if they had any questions or suggestions. Review and test your information to ensure that it meets your goals and your audience's needs.

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Cody Deitz

Technical Writer at Tonkean
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The best way I've ever found to review and proofread is to read aloud. By reading out loud, you're forced to slow and down and hear what the text sounds like from a listener's perspective. You'll often uncover confusing syntax, grammar issues, and other problems easily missed when reading silently. Another tool when trying to read as closely as possible for errors is to read the entire text backward one sentence at a time. That is, you read the last sentence aloud, then read the second-to-last sentence, and onward.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some best practices or tips for plain language communication in different formats and media?

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1 Know your audience

2 Use simple and precise words

3 Use short and active sentences

4 Use headings and lists

5 Use visuals and examples

6 Review and test

7 Here’s what else to consider

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